Change all docs filenames to .adoc

[Evergreen.git] / docs / admin / acquisitions_admin.adoc

Acquisitions Administration
---------------------------

Acquisitions Settings
~~~~~~~~~~~~~~~~~~~~~

indexterm:[acquisitions,permissions]

Several setting in the Library Settings area of the Admin module pertain to
functions in the Acquisitions module. You can access these settings by clicking
_Admin -> Local Administration -> Library Settings Editor_.

* CAT: Delete bib if all copies are deleted via Acquisitions lineitem
cancellation - If you cancel a line item, then all of the on order copies in the
catalog are deleted. If, when you cancel a line item, you also want to delete
the bib record, then set this setting to TRUE.
* Allow funds to be rolled over without bringing the money along - enables you
to move a fund's encumbrances from one year to the next without moving unspent
money. Unused money is not added to the next year's fund and is not available
for use.
* Allows patrons to create automatic holds from purchase requests.
* Default circulation modifier - This modifier would be applied to items that
are created in the acquisitions module
* Default copy location - This copy location would be applied to items that are
created in the acquisitions module
* Fund Spending Limit for Block - When the amount remaining in the fund,
including spent money and encumbrances, goes below this percentage, attempts to
spend from the fund will be blocked.
* Fund Spending Limit for Warning - When the amount remaining in the fund,
including spent money and encumbrances, goes below this percentage, attempts to
spend from the fund will result in a warning to the staff.
* Rollover Distribution Formulae Funds - When set to true, during fiscal
rollover, all distribution formulae will update to use new funds.
* Set copy creator as receiver - When receiving a copy in acquisitions, set the
copy "creator" to be the staff that received the copy
* Temporary barcode prefix - Temporary barcode prefix for items that are created
in the acquisitions module
* Temporary call number prefix - Temporary call number prefix for items that are
created in the acquisitions module

Cancel/Delay reasons
~~~~~~~~~~~~~~~~~~~~~~

indexterm:[acquisitions,purchase order,cancellation]
indexterm:[acquisitions,line item,cancellation]

The Cancel reasons link enables you to predefine the reasons for which a line
item or a PO can be cancelled. A default list of reasons appears, but you can
add custom reasons to this list. Applying the cancel reason will prevent the
item from appearing in a claims list and will allow you to cancel debits
associated with the purchase. Cancel reasons also enable you to delay
a purchase. For example, you could create a cancel reason of 'back ordered,' and
you could choose to keep the debits associated with the purchase.

Create a cancel/delay reason
^^^^^^^^^^^^^^^^^^^^^^^^^^^^

. To add a new cancel reason, click _Administration -> Server Administration ->
Acquisitions -> Cancel reasons_.

. Click _New Cancel Reason_.

. Select a using library from the drop-down menu. The using library indicates
the organizational units whose staff can use this cancel reason. This menu is
populated with the shortnames that you created for your libraries in the
organizational units tree (See Admin -> Server Administration -> Organizational
Units.)

. Create a label for the cancel reason. This label will appear when you select a
cancel reason on an item or a PO.

. Create a description of the cancel reason. This is a free text field and can
comprise any text of your choosing.

. If you want to retain the debits associated with the cancelled purchase, click
the box adjacent to Keep Debits->

. Click _Save_.

Delete a custom cancel/delay reason
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

You can delete custom cancel reason.

. Select the checkbox for the custom cancel reason that should be deleted.

. Click the _Delete Selected_ button.

[TIP]
You cannot select the checkbox for any of the default cancel reasons because the
system expects those reasons to be available to handle EDI order responses. 


Claiming
~~~~~~~~

indexterm:[acquisitions,claiming]

Currently, all claiming is manual, but the admin module enables you to build
claim policies and specify the action(s) that users should take to claim items.

Create a claim policy
^^^^^^^^^^^^^^^^^^^^^

The claim policy link enables you to name the claim policy and specify the
organization that owns it.

. To create a claim policy, click _Admin -> Server Administration -> 
Acquisitions -> Claim Policies_.
. Create a claim policy name. No limits exist on the number of characters that
can be entered in this field.
. Select an org unit from the drop-down menu. The org unit indicates the
organizational units whose staff can use this claim policy. This menu is
populated with the shortnames that you created for your libraries in the
organizational units tree (See Admin -> Server Administration -> Organizational
Units).
+
[NOTE]
The rule of parental inheritance applies to this list.
+
. Enter a description. No limits exist on the number of characters that can be
entered in this field.
. Click _Save_.

Create a claim type
^^^^^^^^^^^^^^^^^^^

The claim type link enables you to specify the reason for a type of claim.

. To create a claim type, click _Admin -> Server Administration -> Acquisitions 
-> Claim types_.
. Create a claim type. No limits exist on the number of characters that can be
entered in this field.
. Select an org unit from the drop-down menu. The org unit indicates the
organizational units whose staff can use this claim type. This menu is populated
with the shortnames that you created for your libraries in the organizational
units tree (See Admin -> Server Administration -> Organizational Units).
+
[NOTE]
The rule of parental inheritance applies to this list.
+
. Enter a description. No limits exist on the number of characters that can be
entered in this field.
. Click _Save_.

Create a claim event type
^^^^^^^^^^^^^^^^^^^^^^^^^

The claim event type describes the physical action that should occur when an
item needs to be claimed. For example, the user should notify the vendor via
email that the library is claiming an item.

. To access the claim event types, click _Admin -> Server Administration ->
Acquisitions -> Claim event type_.
. Enter a code for the claim event type. No limits exist on the number of
characters that can be entered in this field.
. Select an org unit from the drop-down menu. The org unit indicates the
organizational units whose staff can use this event type. This menu is populated
with the shortnames that you created for your libraries in the organizational
units tree (See Admin -> Server Administration -> Organizational Units).
+
[NOTE]
The rule of parental inheritance applies to this list.
+
. Enter a description. No limits exist on the number of characters that can be
entered in this field.
. If this claim is initiated by the user, then check the box adjacent to Library
Initiated.
+
[NOTE]
Currently, all claims are initiated by a user. The ILS cannot automatically
claim an issue.
+
. Click _Save_.

Create a claim policy action
^^^^^^^^^^^^^^^^^^^^^^^^^^^^

The claim policy action enables you to specify how long a user should wait
before claiming the item.

. To access claim policy actions, click _Admin -> Server Administration -> 
Acquisitions ->Claim Policy Actions_.

. Select an Action (Event Type) from the drop-down menu.

. Enter an action interval. This field indicates how long a user should wait
before claiming the item.

. In the Claim Policy ID field, select a claim policy from the drop-down menu.

. Click _Save_.

[NOTE]
You can create claim cycles by adding multiple claim policy actions to a claim
 policy.

Currency Types
~~~~~~~~~~~~~~

indexterm:[acquisitions,currency types] 

Currency types can be created and applied to funds in the administrative module. 
When a fund is applied to a copy or line item for purchase, the item will be 
purchased in the currency associated with that fund. 



Create a currency type
^^^^^^^^^^^^^^^^^^^^^^

. To create a new currency type, click _Admin -> Server Administration -> 
Acquisitions -> Currency types_. 

. Enter the currency code. No limits exist on the number of characters that can 
be entered in this field. 

. Enter the name of the currency type in Currency Label field. No limits exist 
on the number of characters that can be entered in this field. 

. Click Save. 



Edit a currency type
^^^^^^^^^^^^^^^^^^^^

. To edit a currency type, click your cursor in the row that you want to edit.
The row will turn blue.

. Double click. The pop-up box will appear, and you can edit the fields.

. After making changes, click Save.

[NOTE]
From the currency types interface, you can delete currencies that have never
been applied to funds or used to make purchases.

Distribution Formulas
~~~~~~~~~~~~~~~~~~~~~

indexterm:[acquisitions,distribution formulas, templates]

Distribution formulas allow you to specify the number of copies that should be
distributed to specific branches. They can also serve as templates allowing you
to predefine settings for your copies. You can create and reuse formulas as
needed.

Create a distribution formula
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

. Click _Admin -> Server Administration -> Acquisitions ->Distribution
Formulas_.
. Click _New Formula_.
. Enter a Formula Name. No limits exist on the number of characters that can be
entered in this field.
. Choose a Formula Owner from the drop-down menu. The Formula Owner indicates
the organizational units whose staff can use this formula. This menu is
populated with the shortnames that you created for your libraries in the
organizational units tree (See Admin -> Server Administration -> Organizational
Units).
+
[NOTE]
The rule of parental inheritance applies to this list.
+
. Ignore the Skip Count field which is currently not used.
. Click _Save_.
. Click _New Entry_.
. Select an Owning Library from the drop-down menu. This indicates the branch
that will receive the items. This menu is populated with the shortnames that you
created for your libraries in the organizational units tree (See _Admin -> 
Server Administration -> Organizational Units_).
. Select/enter any of the following copy details you want to predefine in the
distribution formula.
* Copy Location
* Fund
* Circ Modifier
* Collection Code 
. In the Item Count field, enter the number of items that should be distributed
to the branch. You can enter the number or use the arrows on the right side of
the field.
. Click _Apply Changes_. The screen will reload.
. To view the changes to your formula, click Admin -> Server Administration -> 
Acquisitions -> Distribution Formulas. The item_count will reflect the entries 
to your distribution formula.

[NOTE]
To edit the Formula Name, click the hyperlinked name of the formula in the top
left corner. A pop-up box will enable you to enter a new formula name.

Edit a distribution formula
^^^^^^^^^^^^^^^^^^^^^^^^^^^

To edit a distribution formula, click the hyperlinked title of the formula.

Electronic Data Interchange
~~~~~~~~~~~~~~~~~~~~~~~~~~~
indexterm:[acquisitions,EDI,accounts]
indexterm:[EDI,accounts]

Many libraries use Electronic Data Interchange (EDI) accounts to send purchase orders and receive invoices
 from providers electronically.  In Evergreen users can setup EDI accounts and manage EDI messages in 
 the admin module.  EDI messages and notes can be viewed in the acquisitions module. See
also the <<_setting_up_edi_acquisitions,EDI Installation Instructions>>
because this is required for use of EDI.

Entering SANs (Standard Address Numbers)
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

For EDI to work your library must have a SAN and each of your providers must each supply you with their SAN.

A SAN (Standard Address Number) is a unique 7 digit number that identifies your library.  

Entering a Library's SAN
++++++++++++++++++++++++

These steps only need to be done once per library.

. In Evergreen select _Admin_ -> _Server Administration_ -> _Organizational Units_ 
. Find your library in the tree on the left side of the page and click on it to open the settings.
+
[NOTE]
Multi-branch library systems will see an entry for each branch but should select their system's
top organization unit.
+
. Click on the _Address_ tab.
. Click on the _Mailing Address_ tab.
. Enter your library's SAN in the field labeled _SAN_.
. Click _Save_.

image::media/enter-library-san-2.png[Enter Library SAN]


Entering a Provider's SAN
+++++++++++++++++++++++++

These steps need to be repeated for every provider with which EDI is used.

. In Evergreen select _Admin_ -> _Server Administration_ -> _Acquisitions_ -> _Providers_.
. Click the hyperlinked name of the provider you would like to edit.

image::media/enter-provider-san-1.png[Enter Provider SAN]

. Enter your provider's SAN in the field labeled _SAN_.
. Click _Save_.

image::media/enter-provider-san-2.png[Enter Provider SAN]

Create an EDI Account
^^^^^^^^^^^^^^^^^^^^^

CAUTION: You *must* create your provider before you create an EDI account for the provider.

. Contact your provider requesting the following information:
* Host
* Username
* Password
* Path
* Incoming Directory
* Provider's SAN


. In Evergreen select _Admin_ -> _Server Administration_ -> _Acquisitions_ -> _EDI Accounts_.
. Click _New Account_. A pop-up will appear.

image::media/create-edi-accounts-2.png[Create EDI Account]

. Fill in the following fields:
* In the _Label_ field, enter a name for the EDI account.
* In the _Host_ field, enter the requisite FTP or SCP information supplied by
your provider. Be sure to include the protocol (e.g. `ftp://ftp.vendorname.com`)
* In the _Username_ field, enter the username supplied by your provider.
* In the _Password_ field, enter the password supplied by your provider.
* Select your library as the _Owner_ from the drop down menu. Multi-branch libraries should select their top level organizational
 unit.
* The _Last Activity_ updates automatically with any inbound or outbound communication.
* In the _Provider_ field, enter the code used in Evergreen for your provider.
* In the _Path_ field, enter the path supplied by your provider. The path indicates a directory on 
the provider's server where Evergreen will deposit its outgoing order files.
+
[TIP]
If your vendor requests a specific file extension for EDI purchase orders,
such as `.ord`, enter the name of the directory, followed by a slash,
followed by an asterisk, followed by a period, followed by the extension.
For example, if the vendor requests that EDI purchase orders be sent to
a directory called `in` with the file extension `.ord`, your path would
be `in/*.ord`.
+
* In the _Incoming Directory_ field, enter the incoming directory supplied by your provider. This indicates 
the directory on the vendor’s server where Evergreen will retrieve incoming order responses and invoices.
+
[NOTE]
Don't worry if your incoming directory is named `out` or `outgoing`.
From your vendor's perspective, this directory is outgoing, because
it contains files that the vendor is sending to Evergreen.  However,
from Evergreen's perspective, these files are incoming.
+
image::media/create-edi-accounts-3.png[Create EDI Account]
 
. Click _Save_.
. Click on the link in the _Provider_ field.

image::media/create-edi-accounts-4.png[Create EDI Account]

. Select the EDI account that has just been created from the _EDI Default_ drop down menu.

image::media/create-edi-accounts-5.png[Create EDI Account]

. Click _Save_.

EDI Messages
^^^^^^^^^^^^

indexterm:[EDI,messages]
indexterm:[acquisitions,EDI,messages]


The EDI Messages screen displays all incoming and outgoing messages between the
library and its providers.  To see details of a particular EDI message,
including the raw EDIFACT message, double click on a message entry. To find a
specific EDI message, the Filter options can be useful. Outside the Admin
interface, EDI messages that pertain to a specific purchase order can be
viewed from the purchase order interface (See _Acquisitions -> Purchase Orders_).

Exchange Rates
~~~~~~~~~~~~~~

indexterm:[acquisitions,exchange rates]

Exchange rates define the rate of exchange between currencies. Evergreen will
automatically calculate exchange rates for purchases. Evergreen assumes that the
currency of the purchasing fund is identical to the currency of the provider, 
but it provides for two unique situations: If the currency of the fund that is 
used for the purchase is different from the currency of the provider as listed 
in the provider profile, then Evergreen will use the exchange rate to calculate
the price of the item in the currency of the fund and debit the fund 
accordingly. When money is transferred between funds that use different
currency types, Evergreen will automatically use the exchange rate to convert
the money to the currency of the receiving fund. During such transfers, 
however, staff can override the automatic conversion by providing an explicit
amount to credit to the receiving fund.

Create an exchange rate
^^^^^^^^^^^^^^^^^^^^^^^

. To create a new exchange rate, click _Admin -> Server Administration -> 
Acquisitions -> Exchange Rates_.

. Click New Exchange Rate.

. Enter the From Currency from the drop-down menu populated by the currency
types.

. Enter the To Currency from the drop-down menu populated by the currency types.

. Enter the exchange Ratio.

. Click _Save_.

Edit an exchange rate
^^^^^^^^^^^^^^^^^^^^^

Edit an exchange rate just as you would edit a currency type.

MARC Federated Search
~~~~~~~~~~~~~~~~~~~~~


indexterm:[acquisitions,MARC federated search]

The MARC Federated Search enables you to import bibliographic records into a
selection list or purchase order from a Z39.50 source.

. Click _Acquisitions -> MARC Federated Search_.
. Check the boxes of Z39.50 services that you want to search. Your local 
Evergreen Catalog is checked by default. Click Submit.
+
image::media/acq_marc_search.png[search form]
+
. A list of results will appear. Click the _Copies_ link to add copy information
to the line item. See <<line_item_features, Line Item Features>> for more 
information.
. Click the Notes link to add notes or line item alerts to the line item. See
<<line_item_features, Line Item Features>> for more information.
. Enter a price in the _Estimated Price_ field.
. You can save the line item(s) to a selection list by checking the box on the
line item and clicking _Actions -> Save Items to Selection List_. You can also
create a purchase order from the line item(s) by checking the box on the line
item and clicking _Actions -> Create Purchase Order_.

image::media/acq_marc_search-2.png[line item]

Fund Tags
~~~~~~~~~

indexterm:[acquisitions,funds,tags]

You can apply tags to funds so that you can group funds for easy reporting. For
example, you have three funds for children's materials: Children's Board Books,
Children's DVDs, and Children's CDs. Assign a fund tag of 'children's' to each
fund. When you need to report on the amount that has been spent on all 
children's materials, you can run a report on the fund tag to find total
 expenditures on children's materials rather than reporting on each individual
fund.

Create a Fund Tag

. To create a fund tag, click _Admin -> Server Administration -> Acquisitions ->
Fund Tags_.
. Click _New Fund Tag_. No limits exist on the number of characters that can be
entered in this field.
. Select a Fund Tag Owner from the drop-down menu. The owner indicates the
organizational unit(s) whose staff can use this fund tag. This menu is
populated with the shortnames that you created for your libraries in the
organizational units tree (See Admin -> Server Administration -> Organizational
Units).
+
[NOTE]
The rule of parental inheritance applies to this list.
+
. Enter a Fund Tag Name. No limits exist on the number of characters that can be
entered in this field.
. Click _Save_.

Funding Sources
~~~~~~~~~~~~~~~

indexterm:[acquisitions,funding sources]

Funding sources allow you to specify the sources that contribute monies to your
fund(s). You can create as few or as many funding sources as you need.   These
can be used to track exact amounts for accounts in your general ledger.  You can
 then use funds to track spending and purchases for specific collections.

Create a funding source
^^^^^^^^^^^^^^^^^^^^^^^

. To create a new funding source, click _Admin -> Server Administration ->
Acquisitions -> Funding Source_.
. Enter a funding source name. No limits exist on the number of characters that
can be entered in this field.
. Select an owner from the drop-down menu. The owner indicates the
organizational unit(s) whose staff can use this funding source. This menu is
populated with the shortnames that you created for your libraries in the
organizational units tree (See Admin -> Server Administration -> Organizational 
Units).
+
[NOTE]
The rule of parental inheritance applies to this list. For example, if a system
is made the owner of a funding source, then users with appropriate permissions
at the branches within the system could also use the funding source.
+
. Create a code for the source. No limits exist on the number of characters that
 can be entered in this field.
. Select a currency from the drop-down menu. This menu is populated from the
choices in the Currency Types interface.
. Click _Save_.

Allocate credits to funding sources
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

. Apply a credit to this funding source.

. Enter the amount of money that the funding source contributes to the
organization. Funding sources are not tied to fiscal or calendar years, so you
can continue to add money to the same funding source over multiple years, e.g.
County Funding. Alternatively, you can name funding sources by year, e.g. County
Funding 2010 and County Funding 2011, and apply credits each year to the 
matching source.

. To apply a credit, click on the hyperlinked name of the funding source. The
Funding Source Details will appear.

. Click _Apply Credit_.

. Enter an amount to apply to this funding source.

. Enter a note. This field is optional.

. Click _Apply_.

Allocate credits to funds
^^^^^^^^^^^^^^^^^^^^^^^^^

If you have already set up your funds, then you can then click the Allocate to
Fund button to apply credits from the funding sources to the funds. If you have
not yet set up your funds, or you need to add a new one, you can allocate
credits to funds from the funds interface. See section 1.2 for more information.

. To allocate credits to funds, click _Allocate to Fund_.

. Enter the amount that you want to allocate.

. Enter a note. This field is optional.

. Click _Apply_.

Track debits and credits
^^^^^^^^^^^^^^^^^^^^^^^^

You can track credits to and allocations from each funding source. These amounts
 are updated when credits and allocations are made in the Funding Source
 Details. Access the Funding Source Details by clicking on the hyperlinked name 
 of the Funding Source.

Funds
~~~~~

indexterm:[acquisitions,funds]

Funds allow you to allocate credits toward specific purchases. In the funds
interface, you can create funds; allocate credits from funding sources to funds;
 transfer money between funds; and apply fund tags to funds. Funds are created
 for a specific year, either fiscal or calendar. These funds are owned by org
 units. At the top of the funds interface, you can set a contextual org unit and
 year. The drop-down menu at the top of the screen enables you to focus on funds
 that are owned by specific organizational units during specific years.

Create a fund
^^^^^^^^^^^^^

. To create a new fund, click _Admin -> Server Administration -> Acquisitions ->
 Funds_.
. Enter a name for the fund. No limits exist on the number of characters that
can be entered in this field.
. Create a code for the fund. No limits exist on the number of characters that
can be entered in this field.
. Enter a year for the fund. This can be a fiscal year or a calendar year. The
format of the year is YYYY.
. Select an org unit from the drop-down menu. The org unit indicates the
organizational units whose staff can use this fund. This menu is populated with
the shortnames that you created for your libraries in the organizational units
tree (See Admin -> Server Administration -> Organizational Units).
+
[NOTE]
The rule of parental inheritance applies to this list. See section
+
. Select a currency type from the drop-down menu. This menu is comprised of
entries in the currency types menu. When a fund is applied to a line item or
copy, the price of the item will be encumbered in the currency associated with
the fund.
. Click the Active box to activate this fund. You cannot make purchases from 
this fund if it is not active.
. Enter a Balance Stop Percent. The balance stop percent prevents you from 
making purchases when only a specified amount of the fund remains. For example,
if you want to spend 95 percent of your funds, leaving a five percent balance in
 the fund, then you would enter 95 in the field. When the fund reaches its
 balance stop percent, it will appear in red when you apply funds to copies.
. Enter a Balance Warning Percent. The balance warning percent gives you a 
warning that the fund is low. You can specify any percent. For example, if you
want to spend 90 percent of your funds and be warned when the fund has only 10
percent of its balance remaining, then enter 90 in the field. When the fund
reaches its balance warning percent, it will appear in yellow when you apply
funds to copies.
. Check the Propagate box to propagate funds. When you propagate a fund, the ILS
will create a new fund for the following fiscal year with the same parameters
as your current fund. All of the settings transfer except for the year and the
amount of money in the fund. Propagation occurs during the fiscal year close-out
operation.
. Check the Rollover box if you want to roll over remaining funds into the same
fund next year. You should also check this box if you only want to roll over
encumbrances into next year's fund.
. Click _Save_.

Allocate credits from funding sources to funds
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

Credits can be applied to funds from funding sources using the fund interface.
The credits that you apply to the fund can be applied later to purchases.

. To access funds, click _Admin -> Server Administration -> Acquisitions -> 
Funds_.

. Click the hyperlinked name of the fund.

. To add a credit to the fund, click the Create Allocation tab.

. Choose a Funding Source from the drop-down menu.

. Enter an amount that you want to apply to the fund from the funding source.

. Enter a note. This field is optional.

. Click _Apply_.

Transfer credits between funds
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

The credits that you allocate to funds can be transferred between funds if
desired. In the following example, you can transfer $500.00 from the Young Adult
Fiction fund to the Children's DVD fund.

. To access funds, click _Admin -> Server Administration -> Acquisitions -> 
Funds_.

. Click the hyperlinked name of the originating fund.

. The Fund Details screen appears. Click Transfer Money.

. Enter the amount that you would like to transfer.

. From the drop-down menu, select the destination fund.

. Add a note. This field is optional.

. Click _Transfer_.

Track balances and expenditures
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

The Fund Details allows you to track the fund's balance, encumbrances, and
amount spent. It also allows you to track allocations from the funding
source(s), debits, and fund tags.

. To access the fund details, click on the hyperlinked name of the fund that you
created.

. The Summary allows you to track the following:

. Balance - The balance is calculated by subtracting both items that have been
invoiced and encumbrances from the total allocated to the fund.
. Total Allocated - This amount is the total amount allocated from the Funding
Source.
. Spent Balance - This balance is calculated by subtracting only the items that
have been invoiced from the total allocated to the fund. It does not include
encumbrances.
. Total Debits - The total debits are calculated by adding the cost of items
that have been invoiced and encumbrances.
. Total Spent - The total spent is calculated by adding the cost of items that
have been invoiced. It does not include encumbrances.
. Total Encumbered - The total encumbered is calculated by adding all
encumbrances.


Fund reporting
^^^^^^^^^^^^^^

indexterm:[acquisitions,funds,reports]
indexterm:[reports,funds]

A core source, Fund Summary, is available in the reports interface.  This
core source enables librarians to easily run a report on fund activity.  Fields
that are accessible in this interface include Remaining Balance, Total
Allocated, Total Encumbered, and Total Spent.


image::media/Core_Source_1.jpg[Core_Source1]



Edit a fund
^^^^^^^^^^^

Edit a fund just as you would edit a currency type.

Perform fiscal year close-out operation
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

indexterm:[acquisitions,funds,fiscal rollover]

The Fiscal Year Close-Out Operation allows you to deactivate funds for the
current year and create analogous funds for the next year. It transfers
encumbrances to the analogous funds, and it rolls over any remaining funds if
you checked the rollover box when creating the fund.

. To access the year end closeout of a fund, click Admin -> Server
Administration -> Acquisitions -> Funds.

. Click _Fund Propagation and Rollover_.

. Check the box adjacent to _Perform Fiscal Year Close-Out Operation_.

. For funds that have the "Rollover" setting enabled, if you want to move the
fund's encumbrances to the next year without moving unspent money, check the
box adjacent to _Limit Fiscal Year Close-out Operation to Encumbrances_.
+
[NOTE]
The _Limit Fiscal Year Close-out Operation to Encumbrances_ will only display
if the _Allow funds to be rolled over without bringing the money along_ Library
Setting has been enabled. This setting is available in the Library Setting
Editor accessible via _Administration_ -> _Local Administration_ -> _Library
Settings Editor_.
+
image::media/Fiscal_Rollover1.jpg[Fiscal_Rollover1]

. Notice that the context org unit reflects the context org unit that you
selected at the top of the Funds screen.

. If you want to perform the close-out operation on the context org unit and its
child units, then check the box adjacent to Include Funds for Descendant Org
Units.

. Check the box adjacent to dry run if you want to test changes to the funds
before they are enacted. Evergreen will generate a summary of the changes that
would occur during the selected operations. No data will be changed.

. Click _Process_.

. Evergreen will begin the propagation process. Evergreen will make a clone of
each fund, but it will increment the year by 1.

Invoice menus
~~~~~~~~~~~~~

indexterm:[acquisitions,invoices]

Invoice menus allow you to create drop-down menus that appear on invoices. You
can create an invoice item type or invoice payment method.

Invoice item type
^^^^^^^^^^^^^^^^^

The invoice item type allows you to enter the types of additional charges that
you can add to an invoice. Examples of additional charge types might include
taxes or processing fees. Charges for bibliographic items are listed separately
from these additional charges. A default list of charge types displays, but you
can add custom charge types to this list. Invoice item types can also be used
when adding non-bibliographic items to a purchase order. When invoiced, the
invoice item type will copy from the purchase order to the invoice.

. To create a new charge type, click _Admin -> Server Administration ->
Acquisitions -> Invoice Item Type_.

. Click _New Invoice Item Type_.

. Create a code for the charge type. No limits exist on the number of characters
that can be entered in this field.

. Create a label. No limits exist on the number of characters that can be
entered in this field. The text in this field appears in the drop-down menu on
the invoice.

. If items on the invoice were purchased with the monies in multiple funds, then
you can divide the additional charge across funds. Check the box adjacent to
Prorate-> if you want to prorate the charge across funds.

. Click _Save_.

Invoice payment method
^^^^^^^^^^^^^^^^^^^^^^

The invoice payment method allows you to predefine the type(s) of invoices and
payment method(s) that you accept. The text that you enter in the admin module
will appear as a drop-down menu in the invoice type and payment method fields on
the invoice.

. To create a new invoice payment method, click _Admin -> Server Administration 
-> Acquisitions -> Invoice Payment Method_.

. Click _New Invoice Payment Method_.

. Create a code for the invoice payment method. No limits exist on the number of
characters that can be entered in this field.

. Create a name for the invoice payment method. No limits exist on the number of
characters that can be entered in this field. The text in this field appears in
the drop-down menu on the invoice.

. Click _Save_.

Payment methods can be deleted from this screen.

Line Item Features
~~~~~~~~~~~~~~~~~~
[[line_item_features]]

indexterm:[acquisitions,line items]

Line item alerts are predefined text that can be added to line items that are on
selection lists or purchase orders. You can define the alerts from which staff
can choose. Line item alerts appear in a pop-up box when the line item, or any
of its copies, are marked as received.

Create a line item alert
^^^^^^^^^^^^^^^^^^^^^^^^

. To create a line item alert, click _Administration -> Server Administration ->
Acquisitions -> Line Item Alerts_.

. Click _New Line Item Alert Text_.

. Create a code for the text. No limits exist on the number of characters that
can be entered in this field.

. Create a description for the text. No limits exist on the number of characters
that can be entered in this field.

. Select an owning library from the drop-down menu. The owning library indicates
the organizational units whose staff can use this alert. This menu is populated
with the shortnames that you created for your libraries in the organizational
units tree (See Admin -> Server Administration -> Organizational Units).

. Click _Save_.

Line item MARC attribute definitions
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

Line item attributes define the fields that Evergreen needs to extract from the
bibliographic records that are in the acquisitions database to display in the
catalog. Also, these attributes will appear as fields in the New Brief Record
interface. You will be able to enter information for the brief record in the
fields where attributes have been defined.

Providers
~~~~~~~~~

Providers are vendors. You can create a provider profile that includes contact
information for the provider, holdings information, invoices, and other
information.

Create a provider
^^^^^^^^^^^^^^^^^

. To create a new provider, click _Admin_ -> _Server Administration_ -> 
_Acquisitions_ -> _Providers_.

. Enter the provider name.

. Create a code for the provider. No limits exist on the number of characters
that can be entered in this field.

. Select an owner from the drop-down menu. The owner indicates the
organizational units whose staff can use this provider. This menu is populated
with the shortnames that you created for your libraries in the organizational
units tree (See Admin -> Server Administration -> Organizational Units).
+
[NOTE]
The rule of parental inheritance applies to this list.
+
. Select a currency from the drop-down menu. This drop-down list is populated by
the list of currencies available in the currency types.

. A provider must be active in order for purchases to be made from that
provider. To activate the provider, check the box adjacent to Active. To
deactivate a vendor, uncheck the box.

. Add the default # of copies that are typically ordered through the provider.
This number will automatically populate the line item's _Copies_ box on any PO's
associated with this provider. If another quantity is entered during the
selection or ordering process, it will override this default. If no number is
specified, the default number of copies will be zero.

. Select a default claim policy from the drop-down box. This list is derived
from the claim policies that can be created

. Select an EDI default. This list is derived from the EDI accounts that can be
created.

. Enter the provider's email address.

. In the Fax Phone field, enter the provider's fax number.

. In the holdings tag field, enter the tag in which the provider places holdings
data.

. In the phone field, enter the provider's phone number.

. If prepayment is required to purchase from this provider, then check the box
adjacent to prepayment required.

. Enter the Standard Address Number (SAN) for your provider.

. Enter the web address for the provider's website in the URL field.

. Click Save.

Add contact and holdings information to providers
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^

After you save the provider profile, the screen reloads so that you can save
additional information about the provider. You can also access this screen by
clicking the hyperlinked name of the provider on the Providers screen. The tabs
allow you to add a provider address and contact, attribute definitions, and
holding subfields. You can also view invoices associated with the provider.

. Enter a Provider Address, and click Save.
+
[NOTE]
Required fields for the provider address are: Street 1, city, state, country,
post code. You may have multiple valid addresses.
+
. Enter the Provider Contact, and click Save.

. Your vendor may include information that is specific to your organization in
MARC tags. You can specify the types of information that should be entered in
each MARC tag. Enter attribute definitions to correlate MARC tags with the
information that they should contain in incoming vendor records. Some technical
knowledge is required to enter XPath information. As an example, if you need to
import the PO Name, you could set up an attribute definition by adding an XPath
similar to:
+
------------------------------------------------------------------------------
code => purchase_order
xpath => //*[@tag="962"]/*[@code="p"]
Is Identifier => false
------------------------------------------------------------------------------
+
where 962 is the holdings tag and p is the subfield that contains the PO Name.


. You may have entered a holdings tag when you created the provider profile. You
can also enter holdings subfields. Holdings subfields allow you to
specify subfields within the holdings tag to which your vendor adds holdings
information, such as quantity ordered, fund, and estimated price.

. Click invoices to access invoices associated with a provider.

Edit a provider
^^^^^^^^^^^^^^^

Edit a provider just as you would edit a currency type.

You can delete providers only if no purchase orders have been assigned to them.